AMA Job Applicant Privacy Policy

Effective Date: November 21, 2025

 

Introduction

This Job Applicant Privacy Policy describes how Advanced Medical Administration (“AMA,” “we,” or “us”) collect, use, and share personal information from individuals who apply for employment with us through our website or by emailing application materials. By submitting your resume or other application materials to us, you acknowledge that you have read and understood this Privacy Policy.

Information We Collect

• Personal Information You Provide: We collect personal information that you voluntarily provide when applying for a job. We actively collect what you choose to send us (for example, when you email your resume and any supporting documents). This typically includes:

 

o   Identifiers and Contact Information: such as your name, email address, phone number, mailing address, or other contact details that may be on your resume or in your email.

o   Professional or Employment-Related Information: such as your employment history, work experience, educational background, qualifications, skills, references, and any other details typically found in a resume or cover letter (e.g. degrees, certifications, professional licenses).

o   Other Application Materials: any content of your cover letter, portfolio, writing samples, or other materials you submit. This may include personal preferences (e.g. willingness to relocate) or other information about your employment interests.

We do not request or require that you provide any sensitive personal information (as defined under California law) during the initial application process. This means we do not ask for data such as your Social Security number, driver’s license number, financial account information, state ID or passport number, biometric identifiers, or specific demographic characteristics like your racial or ethnic origin, religious beliefs, or health information, unless you voluntarily choose to disclose such information on your resume or during communications. We ask that you refrain from including sensitive personal details that are not necessary for the recruitment process. If you do provide any sensitive information, we will handle it in accordance with applicable law and will not use or disclose it in ways that would trigger a “right to limit” under the CPRA (since we do not use such data to infer characteristics about you).

• Information from Other Sources: In general, the personal information we process about you will come directly from you. We do not typically obtain data about applicants from third-party sources at the initial application stage. However, in some cases we may later collect information from: references you provide to us, background check or screening services (with your authorization), or public sources such as your LinkedIn profile or professional website, for the purposes of verifying your qualifications. Any such collection will occur with your knowledge and as permitted by law. We do not purchase or obtain applicant personal data from data brokers or unrelated third parties.

 

• Automatically Collected Data: Our employment webpages are primarily informational, and we do not use them to automatically collect personal information about job applicants. We do not have an online application form on our site; instead, applications are accepted via email (or via specific recruitment platforms as instructed). While our website may use cookies or analytics for general website functionality, this Applicant Privacy Policy is focused on information used in hiring decisions. (For details about general data collection on our website unrelated to job applications, please refer to our main [https://advancedma.com/privacy] Any routine technical information (like IP addresses or device identifiers) that might be incidentally received when you interact with our website is not used in the hiring process, and it remains subject to our general website privacy practices.

How We Use Your Information

We collect and use job applicant personal information solely for recruitment and employment applicant-related purposes. Your information will be used in ways that a reasonable person would expect in the context of seeking employment. These purposes include:

• Evaluating Your Candidacy: We use the information you provide to review your qualifications, skills, and experience relative to the requirements of the position you applied for. This involves screening resumes, assessing cover letters or other materials, and comparing your credentials against job criteria in order to determine your suitability for the role. We may also use your contact information to get in touch with you about your application, to schedule interviews, and to keep you updated on the hiring process.
• Conducting the Recruitment Process: As part of evaluating your application, we may perform necessary steps such as interviews (in-person, phone, or video), and, where applicable, verify the information you have provided. With your prior knowledge or consent, this could include contacting your listed references or, if a conditional offer is made, conducting background checks or other pre-employment screenings permissible by law. Any background screening would be done in compliance with applicable laws (for example, after providing any required notices or obtaining consent under the Fair Credit Reporting Act or similar state laws).
• Regulatory and Legal Compliance: We use applicant information to ensure compliance with applicable laws and regulations. This includes verifying your identity and your legal eligibility to work (for instance, complying with immigration/employment eligibility verification (I-9) requirements). We may also use or retain certain information to fulfill record-keeping obligations under employment laws (such as equal opportunity laws) and to defend our legal rights. For example, we keep records of job applications to demonstrate our non-discriminatory hiring practices or to respond to any legal claims, as required by law.
• Fraud Prevention and Security: We may use the information to detect and prevent fraud, security incidents, or other malicious activity. For instance, ensuring the authenticity of applications and preventing misuse of our application email or systems is part of maintaining the security of our hiring process.
• Future Opportunities: Unless you tell us otherwise, we may retain your application materials to consider you for future employment opportunities that may arise within our company. If you are not selected for the position you applied for, we may keep your resume on file for a period of time so that we can review your qualifications for other suitable roles as they come up. You have the option to request that we not retain your information for this purpose (see Data Retention below for more details).
• Hiring and Onboarding (if Hired): If you are offered and accept a position with us, the information collected during the application and recruitment process will become part of your employment record. We will use it for onboarding and human resources purposes, such as preparing your employment agreement, enrolling you in payroll and benefit programs, and other standard employment processes. Once you become an employee, additional personal information may be collected and will be subject to our internal employee privacy and data protection policies (which will be provided to you at that time).

We will not use the personal information you provide for unrelated secondary purposes such as marketing or advertising. We do not send marketing emails to job applicants, and we will not use your application data to target ads to you or to sell you products. The information is used strictly in service of evaluating your candidacy and, if applicable, forming an employment relationship. We limit use of your data to what is reasonably necessary and proportionate to accomplish the recruitment purposes described above, consistent with the principles of California privacy law.

Disclosure of Your Information

AMA does not sell or rent applicant personal information to third parties for monetary gain. We also do not share your information with third parties for cross-context behavioral advertising or targeted marketing purposes. Your data is handled on a need-to-know basis and shared only in support of the employment process or as required by law. The categories of recipients with whom we may disclose (share) your personal information are:

• Internal Personnel and Affiliates: Your application will be reviewed by the hiring managers or relevant AMA personnel responsible for the position. We may share your application internally with other employees or departments involved in the hiring decision. All such internal recipients are required to handle your data in accordance with this Policy and applicable law.
• Service Providers (Processors): We may disclose applicant information to third-party service providers that perform services on our behalf. For example, we might use third-party companies for functions such as: maintaining our recruitment email inbox or IT systems, assisting with background checks or drug screenings (with your consent and as permitted by law), or providing software platforms to manage recruiting (e.g. an Applicant Tracking System or online recruitment portal). These service providers are contractually bound to use personal information only for our specified purposes and to protect it under confidentiality and security obligations. They are not permitted to use your data for their own independent purposes.
• Legal Obligations and Protection: We may disclose your information if required to do so by law or legal process, or if we determine in good faith that such disclosure is reasonably necessary to comply with legal obligations. This can include sharing information in response to lawful requests by public authorities (such as civil subpoenas, court orders, or government/regulatory inquiries). We may also share information as necessary to exercise, establish, or defend our legal rights. For instance, if a question arose regarding our hiring decision, we may need to provide relevant parts of your application file as evidence. Similarly, if required, we would share information with government agencies to demonstrate compliance with employment laws (e.g. during an audit or investigation).
• Business Transfers: In the unlikely event of a corporate transaction such as a merger, acquisition, reorganization, sale of assets, or bankruptcy involving our company, applicant information (which is considered a business asset) may be disclosed to or transferred to the new owner/third party as part of that transaction. In such cases, we would ensure that any successor entity continues to protect your information in accordance with this Policy. We will notify you of any change of ownership or use of your personal information in such a scenario if required by law.
• With Your Consent or Direction: We may share your information with specific third parties if you direct us to do so or explicitly consent to a disclosure. For example, if you need us to share your resume with a staffing agency, or if you use a job placement service that requests access to your application data, we will do so only with your authorization. Also, if you are working with a recruitment agency or headhunter who referred you to us, we might provide them updates about your application status, in line with your expectations. Aside from these situations, we will not disclose your personal information to any third party unless you have been notified and (where legally required) given consent.

Importantly, we do not sell your personal information to third parties and do not share it for behavioral advertising purposes. “Selling” and “sharing” have specific meanings under the CCPA/CPRA (with “sharing” referring mainly to providing personal data to third parties for targeted advertising). The types of disclosures we make of applicant data (as described above) are either necessary business purposes (e.g. using a service provider to help with recruitment) or required by law – not sales or targeted advertising. Therefore, no “Do Not Sell or Share” opt-out is required for your job applicant data, as we do not engage in those practices with this information.

Data Retention

We will retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, or as required or permitted by applicable laws. California law now requires businesses to disclose how long they keep personal data and prohibits retaining it indefinitely without purpose. In compliance with these requirements, we outline our retention practices for applicant data below.

If you are hired, we will retain your application information as part of your employee file for the duration of your employment and for the longer of four (4) years after separation or the period required by applicable law.

If you are not hired, we will retain your resume and application materials for two years to ensure compliance with applicable state or federal employment laws requiring retention of applicant records. In the event of any claim or litigation arises related to your employment application with AMA, we may keep your records until the claim or litigation is resolved. Beyond legal requirements, we may retain your information for a time to consider you for other positions that might be suitable. If you would prefer not to be considered for future opportunities and want your information deleted at the end of a particular hiring process, you have the right to request deletion (see Your California Privacy Rights below). We will honor such requests consistent with our legal obligations.

Your California Privacy Rights

If you are a resident of California, you have certain legal rights regarding your personal information under the CCPA/CPRA. AMA is committed to honoring these rights and extends the following privacy rights to California job applicants (subject to the conditions and exceptions set out in the law):

• Right to Know (Access): You have the right to request that we disclose the categories of personal information we have collected about you, the categories of sources of that information, the business or commercial purposes for collecting it, the categories of third parties with whom we share it, and in most cases, to receive a copy of the specific pieces of personal information we hold about you. In other words, you can ask us to confirm whether we are processing your personal data and to provide you with a copy of your information and details about how we have handled it.
• Right to Request Deletion: You have the right to request that we delete personal information we have collected from you, subject to certain exceptions. Once we verify your identity and confirm the deletion request, we will delete your personal information from our records (and direct our service providers to do the same), unless an exception applies. Exceptions may include, for example, if we need to keep certain information to comply with a legal obligation, to exercise or defend legal claims, to complete the hiring process in which you are involved, or for certain internal uses that are compatible with the context in which you provided the information. We will inform you if any such exception applies to your deletion request.
• Right to Correct Inaccurate Information: If you believe that any personal information we maintain about you is incorrect or outdated, you have the right to request that we correct that information. Upon verification and validation of the correct information, we will rectify any inaccuracies in our records. For example, if you discover that your contact information or work history in our files is mistaken, you can ask us to update it.
• Right to Limit Use of Sensitive Personal Information: The CPRA provides California residents the right to limit the use or disclosure of “sensitive personal information” in certain circumstances. However, this right is generally applicable when sensitive information is used for purposes other than those allowed by law (such as inferring characteristics about you). In our case, we do not use or disclose any sensitive personal information of applicants in a manner that would trigger this right. As noted above, we do not request sensitive data like social security numbers or financial details during the application process (and any sensitive data you may volunteer is not used to draw inferences or for any purpose requiring an opt-out). Therefore, there is no need for you to take any action to limit our use of sensitive information, since we already limit it as a matter of policy and practice.
• Right to Non-Discrimination: You have the right not to be discriminated or retaliated against for exercising any of the rights described above. We will not deny you a job or provide any unfavorable treatment just because you exercised your privacy rights. For example, if you request deletion of your data, we will comply with that request in accordance with the law and will not retaliate by removing you from consideration for a current position (except to the extent that we cannot process your application without the deleted information, which we would discuss with you). We are committed to ensuring that your privacy choices do not negatively affect your candidacy or employment opportunities.
• How to Exercise Your Rights: If you are a California resident and wish to exercise any of the above rights, you (or an authorized agent acting on your behalf) may submit a request to us. To submit a request, please contact us using the information provided in the Contact Us section below. Describe your request with sufficient detail that allows us to understand, evaluate, and respond to it. For example, let us know if you want a copy of your data, or which specific information you would like corrected or deleted.

Before fulfilling your request, we will need to verify your identity for security purposes. We may ask you to provide certain information that we have on file (such as your email address, phone number, or details from your application) to confirm your identity and residency. If you use an authorized agent to make the request on your behalf, we will require proof of that agent’s authority and may still contact you to confirm the request, as permitted by law. We will respond to your request within the timeframes required by the CCPA/CPRA (generally within 45 days, with the possibility of a 45-day extension if necessary, which we will communicate to you).

Please note that these rights are not absolute. In certain cases, the law provides exceptions or allows us to decline requests – for example, if fulfilling a request would infringe on the rights and freedoms of others, or if the information is needed to comply with a legal obligation. If we must deny your request for a legitimate reason, we will explain the basis for that decision in our response.

Data Security

We take reasonable and appropriate measures to secure your personal information against unauthorized access, loss, misuse, or disclosure. Our systems and procedures are designed to follow industry best practices for data security, including administrative, technical, and physical safeguards. For example, we restrict access to applicant data to those in our organization who need it for the recruitment process, we use secure servers and encryption as appropriate for transmitting and storing digital records, and we maintain policies for handling paper documents containing personal information. While no method of data transmission or storage is 100% secure, we continuously work to protect the confidentiality and integrity of your personal information. In the event of any data breach involving your personal data, we will follow all applicable laws and regulations in notifying you and the authorities, as required.

Changes to this Policy

We may update this Job Applicant Privacy Policy from time to time to reflect changes in our practices or to ensure compliance with legal requirements. If we make material changes in how we collect or use your personal information, or if there are significant updates to your rights, we will provide notice to you (for example, by posting the updated policy on our employment webpage with a new effective date, and/or by any other means required by law). We encourage you to review this Policy periodically for any updates. The “Effective Date” at the top of the policy indicates when the latest changes were made. Your continued provision of information or interaction with us after any update will be taken as acknowledgment of the revised terms, to the extent permitted by law.

Contact Us

If you have any questions, concerns, or requests regarding this Job Applicant Privacy Policy or the handling of your personal information, please contact us at:

Email: privacy@advancedma.com

Mail: 4613 E 91st St, Tulsa, Oklahoma 74137

Phone: (918) 794‑0909

Please include your name and contact information, and describe the nature of your question or request. If you are contacting us to exercise your privacy rights (such as requesting access or deletion), please state that clearly and provide any verifying details as described in the Your California Privacy Rights section above. We will respond as soon as reasonably possible and in accordance with applicable law.

Thank you for your interest in employment with AMA.